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On average, documentation accounts for approx. 10% of the effort in a software project, meaning that documentation plays a crucial role in the overall cost. Estimating the time and effort a documentation project will take is no mean feat, but you can use some metrics to help you give a ballpark figure.

Although methods for time estimating already exist (e.g. top-down, bottom-up design, minutes/hours design), too many factors may come into play and affect the original estimate. Answering the following questions can make your estimate more accurate and well-grounded:

Are there any existing tech specs to support the creation process of the documentation?

Are graphics, screenshots or videos needed?

How many writers can take part in the project? How much time can each of them devote to it? How much experience do they have?

How complex is the project? Are the writers involved in the project subject matter experts or will they have to invest time in learning the tool/technology used?

Are the people who can provide the necessary information to the writers available at that point in time? How many meetings will have to take place?

How many tasks are needed?

Are you going to create a new manual from scratch or do you have to update an existing version of the documentation?

Using a planing tool can help you estimate future projects based on the duration of previous ones. You can compare planned and actual estimates and analyze the factors that caused your project to take longer than expected. A planing tool can also help you justify the time and resources needed to complete the project.